When it comes to managing tasks and projects, two names often stand out: Microsoft Planner and Trello. Both are popular tools designed to simplify workflows and boost team productivity, but they cater to different needs and preferences. Each has its unique strengths, making the choice between them less about which is “better” and more about what fits your team’s requirements.
The decision hinges on factors like the size of your team, the complexity of your projects, and how deeply integrated you are with other tools. Are you looking for a visual, flexible approach to task management? Or do you need something more structured, seamlessly connected to a broader ecosystem of apps? These are the questions that shape the choice.
In this article, we’ll dive deep into the features, pros, and cons of Microsoft Planner and Trello. By the end, you’ll have a clearer picture of which tool aligns best with your goals—and why. Let’s get started!
A Closer Look: Microsoft Planner vs Trello
When it comes to task management, Microsoft Planner and Trello approach the challenge from two distinct angles, each tailored to different types of teams and workflows. Let’s take a closer look at what makes these tools tick.
Microsoft Planner is deeply integrated into the Microsoft 365 ecosystem, making it a natural choice for teams already using tools like Teams, Outlook, or SharePoint. It offers a clean, Kanban-style interface where you can create tasks, organize them into buckets, assign team members, set deadlines, and track progress—all within the familiar Microsoft environment. Planner also syncs effortlessly with other apps in the suite, enabling features like email-to-task conversion in Outlook or task tracking in To Do. If you’re looking for a Trello alternative, Microsoft Planner is worth considering, especially if your team thrives on seamless integration and centralized tools. Some even view it as the Trello equivalent in Microsoft, offering a similar board-based structure with the added advantage of Microsoft 365 connectivity. (Check out our detailed article on Microsoft Planner for more insights!)
👉🏼If you’re new to Planner or want a deeper dive into its core features, check this out:
On the other hand, Trello is all about flexibility and visual organization. This cloud-based tool uses customizable Kanban boards to help you map out workflows in a way that’s as simple or complex as you need. Tasks are represented by cards that can include checklists, attachments, labels, and comments. Trello also shines in its ability to integrate with third-party apps like Slack, Google Drive, and others—making it a favorite for teams who rely on diverse tools. Whether you’re managing a project or planning your day-to-day tasks (yes, Trello works great as a daily planner too!), its intuitive design keeps things moving smoothly.
👉🏼Does Microsoft have anything like Trello? Yes, Microsoft offers Microsoft Planner, which is similar to Trello and sometimes is referred to as ‘Microsoft version of Trello’. Planner is a task management tool that allows users to create boards, organize tasks in columns, assign tasks to team members, and track progress. It integrates well with other Microsoft 365 apps like Teams, Outlook, and OneDrive. Additionally, Microsoft Project provides more advanced project management features, and Microsoft To Do is useful for personal task tracking. If you’re looking for something very Trello-like within the Microsoft ecosystem, Planner is the closest match.
Both tools excel at the basics: creating tasks, assigning owners, setting deadlines, and monitoring progress. They also offer multiple ways to view your workflow—whether it’s through traditional Kanban boards, lists, or calendars. However, their philosophies differ: Microsoft Planner leans into structured collaboration within a unified ecosystem, while Trello prioritizes visual flexibility and cross-platform adaptability.
Ultimately, both tools aim to simplify teamwork and task management but do so with different approaches. The choice boils down to what resonates more with your team’s style and needs.
👉🏼Can I use Trello as a daily Planner? Yes, you can use Trello as a daily planner! Create a board, use lists like “To-Do,” “In Progress,” and “Done,” and add tasks as cards with due dates, checklists, and labels. Power-Ups like Calendar View and automation can help streamline planning. You can also sync Trello with Google Calendar or Outlook for better scheduling.
Key Differences: Trello vs Microsoft Planner
Choosing between Microsoft Planner and Trello depends on your team’s specific needs and workflow preferences. Here’s a comparison table highlighting their key differences:
| Criteria | Microsoft Planner | Trello |
| Purpose | Ideal for teams using Microsoft 365, integrates with Teams and Outlook. | Offers flexibility, suitable for various team types and projects. |
| Functionality & interface | Structured hierarchy of task lists and plans; standard interface. | Uses boards and movable cards for visual planning and flexible task organization. |
| Integration | Deeply integrated with Microsoft Teams, Outlook, and other Microsoft 365 tools. | Supports integrations with Google Drive, Slack, Evernote, Jira, and more. |
| Access control | Access control through Microsoft 365 with organizational security settings. | Simple access control with variable permission levels. |
| Customization | Limited customization options, focuses on standard team collaboration features. | Highly customizable with plugins and Power-Ups. |
| Cost | Included in Microsoft 365 subscription. | Offers a free tier with limitations and paid plans for advanced features. |
| Target audience | Best for teams already using Microsoft 365. | Suitable for a wide range of projects, ideal for small teams, freelancers, and those preferring a simple interface. |
| Mobile apps | Available for both iOS and Android. | Available for both iOS and Android. |
| Security | Benefits from Microsoft 365’s robust security features. | Offers robust security measures, including encryption and two-factor authentication. |
Additional insights: Trello vs Microsoft Planner
Automation: Trello offers advanced automation features through its Butler tool, while Microsoft Planner’s automation capabilities are less sophisticated.
Visual management: Trello excels in visual task management, making it ideal for projects requiring dynamic tracking.
👉🏼Which is better, Trello or Microsoft Planner? It depends on your needs:
- Trello is better for flexibility, customization, and integrations. It works well for personal use and diverse workflows with its Power-Ups.
- Microsoft Planner is better for teams using Microsoft 365, offering seamless integration with Teams, Outlook, and OneDrive.
If you need a simple, visual task manager, go with Trello. If you work in a Microsoft-based environment, Planner is the better choice.
Ultimately, whether Microsoft Planner or Trello is “better” depends on your specific needs. If you’re deeply invested in the Microsoft ecosystem and value structured collaboration, Planner might be the way to go. However, if you prefer flexibility, customization, and integration with a wide range of apps, Trello is likely a better fit. Both tools excel in different areas, so the choice should align with your team’s workflow and preferences.
Advantages and Disadvantages: Trello vs Planner
Understanding the pros and cons of Trello vs Microsoft Planner can help you decide which tool best fits your team’s needs. Let’s dive into the advantages and disadvantages of each.
Microsoft Planner
| Pros | Cons |
| ✅Seamless integration Works smoothly with Microsoft Teams, Outlook, SharePoint, and OneDrive, making it ideal for teams already using these tools. | ❌Limited customization Less flexibility in customizing the interface. |
| ✅Familiarity Easy to use for those familiar with Microsoft products. | ❌External integration limitations Limited options for integrating with external services. |
| ✅Team management Effective for managing tasks within large teams. | ❌Complex project management Lacks features for managing complex projects. |
| ✅Cost-effectiveness Included in the Microsoft 365 subscription, making it budget-friendly. | ❌Functionality Offers fewer features compared to Trello. |
| ✅Project management Offers automated notifications for project updates. |
👉🏼Find more strong sides and drawbacks of Microsoft Planner check this forum: Trello vs. Planner – whats missing in Planner and what would make it better than Trello
Trello
Let’s run the same comparison round for features of Trello.
| Pros | Cons |
| ✅High customizability Highly flexible boards that can be tailored to any team’s needs. | ❌Free version limitations The free version has limited functionality. |
| ✅Ease of use Simple and visually appealing interface makes task organization easy. | ❌Complex business processes Lacks built-in features for managing more complex business processes. |
| ✅Broad integration support Integrates with a wide range of third-party services and apps. | ❌No Microsoft integration Does not integrate with Microsoft 365 products, which can be inconvenient for Microsoft users. |
| ✅Power-ups Offers Power-Ups to extend its functionality. | ❌Steep learning curve Can be overwhelming for new users due to numerous settings. |
| ❌Large team challenges Less suitable for large teams unless they utilize external integrations. |
The choice between Trello vs Microsoft Planner depends on your specific needs. If you’re deeply invested in the Microsoft ecosystem and prefer structured collaboration, Planner might be the better choice. However, if flexibility, customization, and cross-platform integration are key, Trello is likely a better fit.
Choosing the Right Tool: Scenarios for Microsoft Planner and Trello
When deciding Planner vs Trello, it’s essential to consider the specific needs of your team and project. Here are some scenarios where each tool might be more suitable:
When to use Microsoft Planner
- Microsoft ecosystem users: ideal for teams already using Microsoft 365, as it integrates seamlessly with other Microsoft tools like Teams and Outlook.
- Large organizations: suitable for large-scale projects requiring integration with other Microsoft tools, ensuring a cohesive workflow.
- Structured collaboration: best for projects that benefit from structured collaboration within the Microsoft ecosystem.
- Simple projects: effective for straightforward projects with clear task structures.
Example: A marketing team within a large corporation using Microsoft 365 might prefer Planner for its integration with Outlook and Teams, allowing them to manage campaign tasks and deadlines efficiently.
When to use Trello
- Flexibility and customization: ideal for startups, small teams, or individual projects that require flexibility in workflow organization.
- External integrations: suitable when integrating multiple third-party services is crucial, such as Google Drive or Slack.
- Visual task management: best for teams that prioritize visual task management and customization.
- Dynamic projects: effective for projects that need frequent adjustments and visual tracking.
Example: A small startup might prefer Trello for its flexibility and ability to integrate with various external tools, allowing them to manage agile development processes visually.
👉🏼For more real-life opinions and user experiences of Trello vs Microsoft Planner, check out discussions on Reddit: Microsoft Planner vs Trello
Check out our calendar use cases
Comparison across different project types
| Project Type | Microsoft Planner | Trello |
| Software development | Useful for structured development phases, integrating with Microsoft tools. | Ideal for agile methodologies, offering flexible boards and integrations with development tools. |
| Marketing | Effective for campaign planning within the Microsoft ecosystem. | Suitable for visualizing campaign workflows and integrating with external marketing tools. |
| Event management | Helps manage structured event planning tasks within Microsoft tools. | Offers flexible boards for organizing event logistics and integrating with external services. |
Both Microsoft Planner and Trello offer unique strengths that cater to different project needs. By understanding your team’s workflow preferences and project requirements, you can make an informed decision that enhances productivity and collaboration. Whether you prioritize integration within the Microsoft ecosystem or flexibility with external tools, choosing the right tool will significantly impact your project’s success.
Alternative Solutions: Virto Kanban Board App
If you’re looking for an alternative to Microsoft Planner and Trello that combines the best of both worlds, consider the Virto Kanban Board App. This tool offers the flexibility of Trello’s visual boards while integrating seamlessly with the Microsoft 365 ecosystem, making it a great choice for companies already invested in Microsoft tools.
Key features and benefits
✔️Easy task management: Virto Kanban Board allows you to easily create boards for managing tasks, integrating them directly into Microsoft Teams. This means you can manage projects without leaving the Teams environment, enhancing collaboration and productivity.
✔️Customization and reporting: The app provides advanced customization options for the interface, along with enhanced reporting features. These capabilities make it particularly useful for managing more complex project processes.
✔️Advanced Kanban boards: Virto Kanban Board offers advanced Kanban boards with features like swimlanes, categorization, and color-coding. This allows for a more detailed and organized approach to task management.
✔️Automation and integration: The app supports task automation and integrates well with SharePoint, allowing you to manage tasks dynamically and access multiple project lists from a single board.
✔️Cross-platform accessibility: Available on MS Teams Web, Desktop, and Mobile App, ensuring flexibility for all users.
Why choose Virto Kanban Board?
Virto Kanban Board App stands out as a versatile tool that combines the strengths of both Microsoft Planner and Trello. It offers the flexibility and customization of Trello, along with the integration benefits of Microsoft Planner. By capitalizing on these features, teams can optimize their task and project management processes, making it an excellent alternative for those seeking a more comprehensive solution. Whether you’re managing simple projects or complex workflows, Virto Kanban Board can help streamline your operations and enhance team productivity.
Getting started with Virto Kanban
Virto Kanban Board App is available as an add-on for Microsoft 365 users and can be integrated into Teams channels or SharePoint sites. To try it out:
- Visit the app store in Microsoft Teams or SharePoint.
- Add the Virto Kanban Board App as a tab in your workspace.
- Use templates to quickly set up your first board.
A free trial is available for those who want to explore its features before committing.
Final Thoughts
In conclusion, Microsoft Planner and Trello are two powerful tools that cater to different needs and preferences in task management. Microsoft Planner is ideal for teams deeply integrated into the Microsoft 365 ecosystem, offering structured collaboration and seamless integration with tools like Teams and Outlook. It’s best suited for large organizations or projects that benefit from a cohesive Microsoft environment.
On the other hand, Trello excels in flexibility and customization, using visual Kanban boards to manage tasks dynamically. It’s perfect for teams that value adaptability and integration with a wide range of external services, making it a favorite among startups and small teams.
The choice between Trello vs Microdoft Planner ultimately depends on the specific needs of your business and team. If you’re looking for something that bridges the gap between Microsoft Planner’s integration and Trello’s flexibility, the Virto Kanban Board App is an excellent alternative. It offers visual task management similar to Trello while integrating seamlessly with Microsoft 365, providing additional features for task and project management.
If you’re seeking a tool that combines the best of both worlds—visual management and Microsoft integration—consider giving Virto Kanban Board App a try. It can enhance your team’s productivity by offering a more comprehensive and flexible solution for managing tasks and projects within the Microsoft ecosystem.
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